Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20260120 for Riverland Paseo Park Sports Field Drainage with XGD Systems, LLC.
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Submitted By: Alaina Knofla, Acting Procurement Manager, Procurement Division.
Strategic Plan Link: The City's Goal to Enjoy Culture, Nature and Recreation.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Alaina Knofla, Procurement Division.
2. Parties: City of Port St. Lucie and XGD Systems, LLC.
3. Purpose: Provide new sports field drainage system to Riverland Paseo Park.
4. New/Renewal/Modified: New.
5. Duration: The Contract period will be January 5, 2026 and will terminate thirty eight (38) days thereafter on February 12, 2026.
6. Benefits to Port St. Lucie: Advancing this project will improve sports field drainage, improve playability, provide a safer surfacing, reduce revenue loss, enhance the experience for all reservation holders and support operational efficiencies for the Parks and Recreation Department.
7. Cost to Port St. Lucie (Annual and Potential): The total amount to be paid by the City to the Contractor is based on unit prices listed in Schedule ‘A’, in the amount of $290,790.35. In addition, Schedule ‘B’ provides for a contingency of $14,539.50, bringing the total potential cost to $305,329.85.
Presentation Information: N/A.
Staff Recommendation: Move that Council waive the bid process, per Chapter 35.08 (a) (8) good cause shown, and approve Contract #20260120.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20260120.
2. Move that the Council not approve and provide staff with direction.
Background: The City previously issued a public solicitation for similar specialized drainage work at Jessica Clinton Park under DemandStar Solicitation No. MK102325, which was distributed to 336 vendors. Despite the broad distribution, XGD Systems, LLC was the only responsive bidder. This outcome demonstrates the highly specialized nature of the subsurface drainage system required and the limited number of qualified contractors capable of performing this work.
XGD Systems, LLC has successfully completed similar drainage improvements at the Saints Golf Course and is currently performing drainage installation at Jessica Clinton Park. Their demonstrated performance, specialty expertise, and familiarity with the City’s standards and field conditions reduce project risks and ensure continuity in quality.
Issues/Analysis: The drainage system required at Riverland Paseo Park is a specialty application. Prior competitive solicitations have shown XGD Systems is the only contractor both capable and willing to perform this specific type of work. The recent solicitation distributed to 336 vendors resulted in a single responsive bidder from XGD Systems, demonstrating good-faith competitive procurement effort and confirming limited market availability.
It is preferred that the work be completed during the scheduled sports field downtime in January 2026 before the upcoming sports and rainy season. Issuing another solicitation would likely jeopardize the project schedule and delay installation of the drainage system beyond the optimal window causing continued problematic field conditions, canceled reservations and reduction of revenues back to the City.
Financial Information: 301-7210-563000 Project String 25PR026P-Construct-301 CIP.
Special Consideration: XDG Systems has established a successful track record with the City, including the Saints Golf Course project and current work at Jessica Clinton Park. Their continued involvement ensures consistent quality and minimizes mobilization and learning-curve costs. Advancing this project without delay will improve sports field playability, reduce rainouts and lost revenue, enhance the experience for all reservation holders, and support operational efficiency for the Parks & Recreation Department.
Location of Project: 12151 SW Community Blvd., Port St. Lucie, FL 34987.
Attachments:
1. Signed Contract #20260120.
2. Justification Memo from Parks & Recreation Department.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25335-15.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.